Frequently Asked Questions
Everything you need to know about how Pochyaa audits invoices, validates contract rate cards, and safeguards operating capital.
How does Pochyaa differ from traditional Accounts Payable automation software?
AP automation platforms (like Bill.com or Tipalti) focus on optical character recognition (OCR), invoice routing workflows, and electronic payments. They confirm whether a manager approved an invoice, not whether the vendor billed in compliance with contract terms. Pochyaa is an audit layer that enforces 3-way matching and recalculates rate caps before payment approval.
How does the 3-Layer (L1, L2, L3) audit pipeline operate?
Every invoice passes through three deterministic verification gates:
L1 Math & Integrity: Duplicate invoice checks, arithmetic verification (qty × rate = line total within tolerance), tax sanity, and calendar bounds.
L2 Purchase Order Bounds: Validates PO line quantities, authorized unit prices, remaining budget ceilings, and goods receipts.
L3 Contract Rate Cards: Binds lines to agreed contract schedules, calculating annual escalation caps (e.g. 3% simple escalation) and weekend/emergency multipliers.
Does Pochyaa rely on an LLM to approve or reject invoices?
Never. Our foundational architecture rule is: AI extracts. Deterministic code calculates. Humans decide. Machine learning models are used strictly for document text extraction and OCR structuring. All math, ceiling checks, and overcharge evaluations are calculated in deterministic PHP using arbitrary-precision arithmetic (`BCMath`).
How does Pochyaa match diverse vendor descriptions to contract rate cards?
The matching engine uses a tiered confidence cascade: (1) Exact SKU / Service Code (1.00), (2) PO Line Number + Description (0.95), (3) Exact Normalized Description (0.90), (4) Substring & Token Overlap (0.75), and (5) Category + UOM (0.60). Lines below the 0.75 threshold trigger a review warning (BR-MATCH-LOW), and manual human overrides are permanently preserved across re-audits.
What happens when an invoice is flagged with an overcharge exception?
The invoice status updates to exception and halts in the Auditor Exception Review Queue. The system aggregates all findings (collect-all pipeline), calculates the exact dollar exposure, and auto-generates a formal dispute memo citing the specific contract clause (e.g., MSA-APEX-2024 p.12 Section 4.2). Auditors can either approve with a documented business override or dispatch the dispute directly to the vendor.
How is multi-tenant organization data isolated?
Every operational database table is keyed with an `organization_id` column. Tenant models implement strict global query scopes that automatically filter all queries to the authenticated user's current organization. We enforce zero cross-tenant query leakage, backed by rigorous policy enforcement and automated regression tests.
What file formats are supported for document upload?
Pochyaa supports PDF, PNG, JPG/JPEG, TIFF, Microsoft Word (DOC/DOCX), Excel spreadsheets (XLS/XLSX), and CSV up to 25MB per document. Uploaded files are cryptographically hashed using SHA-256 for duplicate detection and stored in private partitions accessible only via temporary HMAC-signed URLs.
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